MS Excel is one of the best gifts in Microsoft Office. If you know how to use it properly, you can certainly use it for a variety of options. You can use it to get a more accurate summary of your inventory, you can utilize a preset formula to track your teams’ productivity, and you can also use it to accurately compute the salaries of your employees. These are a few of the reasons why most offices often use this tool to run their business.
However, Excel is a bit of a complex tool. Because of the formula and settings incorporated in the software, there is a high chance that anyone can ruin its contents with a single edit. Luckily, there’s a more effective way to maximize the use of MS Excel. That is by converting these files to PDF.
Why should you choose PDF for your sheets?
PDFs are image versions of documents to increase their readability. Here are some of the reasons why you should consider converting your XLS to PDF files.
1. It keeps the integrity of your file
PDF cannot be easily edited. Once you convert your Excel file to PDF, it will give you a document-like preview of the sheet. It means that no one else will have access to the editing function of your datasheets. In case you use some complicated formula in the sheet, you can prevent any alterations by converting it to PDF. It means that you can always be sure that the contents of your file are accurate all the time.
2. It is best for long-term archiving
Unlike MS Office that has multiple versions and upgrades, PDF do not regularly release new versions of their file. It means that the PDF version that was created a decade ago is the same as the one we have now. As a result, you can be sure to still view a PDF document in the next years without worrying about system upgrades. Moreover, PDFs are easy to archive. You can even combine multiple PDFs to easily access multiple records at the same time.
3. It’s easier to share your data sheets
PDFs are easily viewable. MS Excel usually requires specific software that can read spreadsheets. If you are using a different version, you may not be able to view all the settings. However, with PDF, you can simply open any type of PDF viewer plus you can also access it using a browser.
4. It can be accessed on all devices
PDF is also device-friendly. You no longer need to install spreadsheet software on your mobile devices. With PDF, you can simply open the document and you can view your documents anytime, anywhere.
5. It can be protected with a password
One of the best things about PDF is that you can encrypt it with a password. If you are converting a confidential Excel sheet, it’s best to protect your converted PDF to make sure that only authorized users will have access to it.
How to convert Excel to PDF?
Using a web-based PDF tool such as GogoPDF, you can easily convert any Excel file to PDF. All you need to do is to visit their website and follow 4 simple steps:
- Upload the Excel sheet that you want to convert. You can select the file that is saved on your computer or you can use the Drag & Drop option on the website.
- Automatically, the tool will scan the file and show a preview of the document.
- You can make some changes such as edit the content, add a watermark, or other preferences you prefer. Once you’re ready, you just need to click on the Convert button.
- After about 2 minutes, depending on the size of your file, GogoPDF will give you an option to download the document and save it on your computer. You can also share it using the URL provided.
As easy as that. You no longer need to install or download anything on your device. All processes will be done online so all you need is a browser and an Internet connection. Moreover, GogoPDF is a free tool. You will not be required to sign up or to log in to an account. All the features available on their site can be used for free for minimal purposes. However, if you wish to maximize all their services, you have the option to sign up for the Pro account. GogoPDF is a convenient and effective way to make sure that your Excel files will be converted to PDF anytime you need them.
In conclusion
Datasheets contain some of the most important and confidential information. This info can make or break your business deals and transactions. As much as possible, make sure that you will do all the necessary steps to protect your file and share it more conveniently.
